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Manually Managing Your E-Records: Setting Up Your Electronic Files. Florida Gulf Coast ARMA Chapter March 18, 2014. Donna Read, CRM, CDIA. What’s the difference?. Why Do We Care?. Operational Efficiency - PowerPoint PPT Presentation
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Manually Managing Your E-Records:
Setting Up Your Electronic Files
Florida Gulf Coast ARMA ChapterMarch 18, 2014
Donna Read, CRM, CDIA
What’s the difference?
Operational Efficiency
To get the job done we need the ability to deliver products and services in a cost effective manner.
“He who has the best information always wins.”
Why Do We Care?
Average employee wastes $5,251 a year searching for information
Employees spend 3.5 hours a week searching for information they cannot find
The Cost To Find Information
ARMA International 2009
Your Social Security files were lost (misfiled)
All of your personal identification documents were destroyed e.g. birth certificates, family photos, property records, etc. (think Katrina)
Your medical records could not be located
Maps and floor plans were not available to help rescue workers looking for you
How Would You Feel If…..
Information was controlled
Gatekeepers (secretaries) ruled
Only “special” people could create business information/records
Volume was limited and controlled
The Way It Used To Be
Then The 80’s Came AlongPandora introduced an powerful box to everyone’s office
Management thought secretaries were no longer needed
Information is out of control
Gatekeepers are a thing of the past
Everyone with access to a computer or PDA can create business information and records
Volume is out of control, unlimited, and growing exponentially
The Old Way was Replaced With Chaos
World’s information doubling every 2 years
Over the next 10 years the number of servers in the world will increase 10-fold
Amount of data managed by data centers will increase by 50-fold
7.9 zettabytes will be created in 2015
Statistics
Where Did We Go Wrong?Not exactly a good filing system…
This
With This
We Forgot To Equate
NARA-Basic Records Operations 6
Sample of Uncontrolled Shared Drive
28
**Note folder names with no meaning to anyone but the creator, lose documents not even placed in a folder
Electronic Files Should Be Structured Like Filing Cabinets
NO!No,no27
Naming conventions need to be developed for your office
Agreed upon formats and use of terms to name documents, files, and folders
Year/Day/Month or Month/Day/Year or Day/Month/Year – whatever - everyone needs to be on the same page
Subject lines for email – FYI – Urgent – Action
Are pre-existing numbering systems used?
Alpha or numeric identifiers included?
Naming Conventions
Reference = REF Correspondence = COR Product = PRO
PRO Inventory Template 2012_09_28
REF SharePoint Governance 2012_09_27
COR NARA Feedback 2012_09_25
Examples
This enables sorting by subject, the dates will be in order within the subject
If circulating a document for comment put the word “Draft” and the version number in the file name: Example:Training Template Draft v1 2012_09_21
No naming of documents with just alpha/numeric codes: For example: AC 26.2012 does not give enough information to be able to find it later
More Examples
Your File Plan is your decoder ring
A File Plan….what’s that?
A subset of your retention schedule that covers only your area of responsibility.
So where do you get the file folder structure from?
The GRS (General Records Schedule) indicates some of the following records series:
1. Civilian Personnel Records3. Procurement, Supply, and Grant Records9. Travel and Transportation Records13. Printing, Binding, Duplication Records14. Information Services Records21. Audiovisual Records24. Information Technology Operations
For Example
14.1 Acknowledgment Files – 3 mns 14.2 Information Request Files – 3 mns 14.3 Press Service Files – 3 mns 14.4 Information Project File – 1 yr 14.11 FOIA Request Files – Multiple
Retentions 14.12 FOIA Appeals Files – Multiple
Retentions 14.12.a Correspondence Supporting Docs – 6 yrs
14.12.b Records under Appeal – see retention
GRS 14 Information Services Records includes FOIA Records
Partial GRS 14 File Structure
Use your organizational chart to determine functional areas of responsibility.
If the records/documents are managed by the calendar year then you can set up high level files by the year.
If the records/documents are managed by the FY, then set up by the FY.
How You Do Business Determines How You Set Up Your Files
How you do business should determine the level of granularity that is required
If your office gets 7000 FOIA requests in a year you need the granularity of individual folders (to level folder may be the case name or number)
If your office gets 8 FOIA requests in 3 years then you need less granularity of the folder structure
Let Your Business Be The Driver
No software is plug and play
You still have to have a file structure determined first
The software needs a map of where to place the data
What If You Have Software Tools In Place Already?
So You Use SharePoint – You Really Need Governance
Copy the file folder structure for the new FY or CY, or new case files
Change the case name or put the new date on the folder
When a specific folder whose contents has for example a 3 year retention, has met it retention, delete the entire folder and contents
Cleaning Out The Files
Information ServicesFinanceFacilitiesEmergency MgmtCommunicationsBudget
Asset Mgmt./Property
Administrative
30
Filing Cabinet Computer
In 2009 the Sedona Conference assumed review costs of $200/hr for attorneys, estimated cost to review 1 GB of data was $32,000.
If it exists you have to produce it for litigation or a FOIA request.
The larger the digital landfill, themore difficult to locate the rightinformation.
Does It Matter If You Keep Everything?
Why it matters to manage your records and information
There are costs associated with improper management of records and information
You have to be proactive in managing electronic data
Put filing structures in place
Have naming conventions for both manual management of e-records and use of systems
Clean out those files
Summary
Questions?
Thank you, thank you very much.
Donna Read, CRM, CDIASenior Records AnalystChief Records OfficeNational Archives & Records [email protected]